Grant Manager (National Position)

Work Arrangement:

Job Description

The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi, and Mae Hong Son provinces.

Job Overview/Summary:

The Grant Manager will provide grant management and business development support as part of the Grants Team, reporting to the Senior Grants and Communication Manager. Based in Bangkok with periodic travel to IRC Thailand’s field offices, the Grant Manager will work closely with Partnership, Program, M&E, HR, Finance, Supply Chain, and Operations to ensure quality management of the assigned portfolio of awards (public and private) as per donor’s guidelines and requirements and IRC’s policies and procedures. The Grant Manager is expected to work closely with the Senior Awards Management Coordinator to ensure the awards are managed throughout the project cycle in line with donor agreements and IRC’s processes; all amendments to the agreements are carefully prepared, processed and submitted; reports are written, reviewed and edited to ensure quality and accuracy, and are afterwards submitted in compliance with donor requirements on a timely basis; and will work with the Partnerships Team to ensure that grant-specific requirements are met by partners. The Grants Manager will support the Sr. Awards Management Coordinator in BD tasks when requested. The Grants Manager will coordinate with IRC’s Awards Management Unit (AMU), especially the Asia Regional Program and Awards Support (RPAS) team.

Major Responsibilities:

Award Management and Coordination:

• Act as a focal point for the assigned grants portfolio. This includes coordinating and collaborating with colleagues in Thailand including Programs, Finance, Partnerships, M&E, Supply Chain, HR, as well as colleagues at regional office and HQ colleagues in AMU and External Relations.

• Ensure appropriate award management throughout the project cycle. Main donors will include PRM, DFAT, and ECHO but may also include other donors as assigned.

• Support in reviews of donor agreements and communicating donor requirements prior to signing the award. Coordinate the signatures required at the country level.

• Maintain knowledge of grant agreement language and regulations, serving as a knowledge resource on assigned donors and advancing questions where needed.

• Coordinate any required agreement amendments and requests for approvals above threshold limits. Ensure that all the grant phases are tracked and approved in IRC’s tracking system, OTIS.

• Submit high quality donor reports, narrative and financial, on a timely basis according to IRC and donor regulations. Review and edit and highlight any non-compliance/underachievement and other potential risks to the Technical Coordinators and Sector Leads. Ensure all required documents are included, complete, correct and approved by the respective Program Coordinator/s and country management. Liaise with the AMU team on the reports that are directly submitted at regional or HQ levels.

• Consistently review and advise on compliance requirements for respective donors to ensure all departments follow accordingly. Ensure sharing of compliance requirements as per the Project Cycle Meetings (PCM), especially at the Project Opening and Project Closing Meetings. Log Compliance questions and recommended actions in the

Compliance Trackers within Project Dashboards. Raise compliance issues proactively with the Grants Coordinator

and the grants focal points at AMU and respond to the Thailand team enquiries in a timely manner.

• Keep the Senior Awards Management Coordinator informed of any projected inability to meet contractual obligations, report submission and spend rates/significant budget variances. Be able to actively mitigate risks through proposing remedial solutions in consensus with department heads.

• Support the Project Leads and other relevant staff in facilitating the PCM, especially the Project Implementation Meetings, as well as filling in and applying Project Dashboards in line with the PCM guidelines. This includes organizing meetings, preparing agendas, taking minutes, tracking and following up on action points from meetings.

• Compile and respond to information requests from IRC’s regional and HQ teams. Prepare updates to the monthly BD/grants meetings with the Asia RPAS Team.

• Ensure regular updates for the respective portfolio in the relevant tools, including the grants tracker (open, closed, pipeline grants, reporting calendar, quarterly workplans), and Project Dashboards (grant summary, donor liaison and compliance tracker).

• Prepare any requested information or reports on the managed portfolio, as requested by the Sr. Awards Management Coordinator or the SMT.

• Support the Senior Awards Management Coordinator on tracking the spending on Technical Unit lines for the respective portfolio, in close collaboration with the Finance team.

Business Development:

• Support the Sr. Awards Management Coordinator in preparation of high-quality proposals and budgets in line with the Thailand Strategic Action Plan (SAP) and Thailand Business Development Strategy, while including input from key collaborators (finance, operations, programs, partners, etc.) in liaison with the Asia RPAS focal point in adherence with the internal and external timelines and requirements.

• When requested, contribute to all aspects of the proposal development process – including compiling and editing proposal narratives, logframes, workplans, drafting of required annexes, etc.

• Support the grants team with any other management/administrative tasks as assigned.

Key Working Relationships:

Position Reports to: Senior Grants and Communication Manager Position directly supervises: N/A

Indirect Reporting: Senior Awards Management Coordinator Other Internal and/or external contacts: describe the nature of departments or groups the position influences or requires support from to accomplish objectives.

Internal: Grants and Partnership team members; Program team members; Finance Department; Supply Chain; Operations; HR; regional and HQ colleagues

External: Donors, partners and relevant stakeholders

Job Requirements:

Education: Bachelor’s degree in a relevant field (required); master’s degree preferred.

Work Experience:

• At least 2 years’ experience in grant management and compliance.

• Experience in international humanitarian/development work (desired)

Demonstrated Skills and Competencies:

• Familiarity with grants process of major IRC donors e.g. PRM, USAID, FCDO, BHA, SIDA.

• Proven ability to develop and maintain organized and streamlined systems for managing processes and tracking status and progress.

• Strong communication and presentation skills.

• Excellent English and Thai grammar skills and writing ability.

• Computer proficient, with experience using Microsoft Word and Excel.

• Ability to analyze and synthesize complex materials and documents.

• Ability to be flexible and work in a fast-paced environment under regular deadlines.

• Ability to work effectively in a team as well as independently.

• Understanding of working in a multicultural environment.

• Must be enthusiastic and willing to learn and develop.

Language Skills: Demonstrated fluency or near-fluency in English and Thai required.

Certificates or Licenses: N/A

Working Environment:

The position is a NATIONAL post and will be based in the IRC office in Bangkok, with travel to the Thailand-Myanmar border area as required.

Application Deadline: 6 February 2024

Qualifications